Health and Safety Policy

Organisation: White Lantern Film Advance Ltd (trading as WLF Advance)

Policy applies to: All training programmes, workshops, events, and work experience placements organised or delivered by WLF Advance

Last reviewed: 30th March 2026

Next review due: 30th March 2027
Policy owner: Adam J. Merrifield, Founder

Statement of Intent

White Lantern Film Advance Ltd is committed to providing a safe and healthy environment for all participants, staff, facilitators, and visitors involved in our training programmes and events. We recognise that the health, safety, and welfare of everyone involved in our activities is of paramount importance.

This policy applies to all WLF Advance training activities, whether delivered in-person, in hybrid format, or online — including sessions held at Unit Base One, external venues, and on-location production settings.

We will, so far as is reasonably practicable:

Provide and maintain safe working and learning environments
Ensure that all risks associated with our activities are identified, assessed, and appropriately managed
Provide clear information, instruction, and supervision to all participants and facilitators
Ensure that all accidents, near misses, and incidents are reported and reviewed
Consult with participants and staff on health and safety matters
Review and update this policy at least annually, or following any significant incident or change in activities

Responsibilities

WLF Advance (Organisation)

White Lantern Film Advance Ltd holds overall responsibility for health and safety across all its training activities. Day-to-day responsibility for implementing this policy rests with Adam J. Merrifield as the designated Health & Safety lead for training activities.

Lead Trainers and Facilitators

All trainers and facilitators delivering WLF Advance programmes are responsible for:

Familiarising themselves with this policy and any venue-specific safety information before delivering sessions

Conducting a basic visual check of any training space before participants arrive
Ensuring participants are aware of emergency procedures at the start of each in-person session
Reporting any hazards, accidents, or near misses to WLF Advance immediately

Participants

All participants are expected to:

Take reasonable care for their own health and safety and that of others
Follow any safety instructions given by WLF Advance staff or facilitators
Report any concerns, hazards, or incidents to the lead trainer or WLF Advance immediately
Not misuse or interfere with anything provided for health and safety purposes

Risk Assessment

WLF Advance will carry out a risk assessment for all in-person training sessions and events before they take place. Risk assessments will consider:

The venue and its specific hazards (including fire safety, access, and evacuation)
The activities being undertaken (including any practical or production-based work)
The needs of participants, including any disclosed disabilities or health conditions
Travel and transport arrangements where relevant
Any specific requirements of funders (including the BFI) in respect of participant safety

Risk assessments will be documented and made available to facilitators in advance of each session. They will be reviewed and updated whenever activities, venues, or participant groups change significantly.

In-Person Sessions

For all in-person training sessions, WLF Advance will ensure:

The venue has been checked for basic safety compliance (fire exits, first aid provision, emergency procedures)
Participants are briefed on emergency procedures and fire evacuation routes at the start of each day
A first aid kit is available at or near the venue
Emergency contact numbers are available to the lead trainer
Any specific access or mobility requirements disclosed by participants have been communicated to the venue in advance
Maximum capacity limits for rooms are observed

Online and Hybrid Sessions

For online and hybrid training delivery, WLF Advance will:

Ensure all video conferencing platforms used are secure and appropriate for professional training use
Provide participants with clear guidance on how to raise concerns or access support during online sessions
Ensure participants are aware that sessions may not be recorded without prior consent
Follow safeguarding best practice in all online interactions, including those involving participants under the age of 18

Safeguarding and Participant Welfare

WLF Advance is committed to safeguarding the wellbeing of all participants, with particular attention to:

Young people (under 18): Where programmes include participants under the age of 18 (for example through work experience or the BFI Film Academy model), WLF Advance will ensure all relevant facilitators hold a valid DBS (Disclosure and Barring Service) check, and that appropriate safeguarding procedures are in place and documented.

Vulnerable adults: WLF Advance will treat all participants with dignity and respect, and will take appropriate steps to support any participant who discloses a welfare concern during a programme.

Mental health and wellbeing: We recognise that creative careers training can surface personal and professional pressures. Facilitators are encouraged to create a psychologically safe learning environment, and participants are always encouraged to raise welfare concerns with the lead trainer or with WLF Advance directly.

Accidents and Incidents

Any accident, near miss, or incident occurring during a WLF Advance training activity must be:

Dealt with immediately to ensure the safety of anyone involved
Reported to Adam J. Merrifield at WLF Advance as soon as practicable
Recorded in writing using the WLF Advance incident report form

Where an accident results in a serious injury, WLF Advance will follow its legal obligations under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) and notify the Health and Safety Executive (HSE) as required.

All incident records will be kept for a minimum of three years.

BFI-Funded Programmes

Where WLF Advance delivers training funded by the BFI or other public bodies, this policy will be supplemented by any additional health and safety requirements specified by the funder. Participants on funded programmes will be made aware of these requirements as part of their onboarding.

First Aid

WLF Advance will ensure that a nominated first aider or first aid resource is available or accessible during all in-person training sessions. Details of first aid provision will be communicated to participants at the start of each session.

For sessions held at Unit Base One, the first aid arrangements of Unit Base One apply and will be communicated to participants on arrival.

Fire Safety

At all in-person venues:

Fire evacuation procedures will be communicated to all participants at the start of each day
Fire exits will be identified and kept clear throughout the session
In the event of a fire alarm, all participants must evacuate immediately and assemble at the designated muster point, as directed by the facilitator or venue staff

Review of This Policy

This policy will be reviewed annually by Adam J. Merrifield, or sooner following:

Any significant accident or incident
A change in the nature of WLF Advance’s training activities
New requirements from a funder or regulatory body
Relevant changes in UK health and safety legislation

Contact

For any health and safety queries relating to WLF Advance training programmes:

Adam J. Merrifield

White Lantern Film Advance Ltd

Email: hello@wlfadvance.co.uk

Tel: 01202878028